OSR North Region 4 Maintenance Open End

The West Virginia Department of Environmental Protection, Office of Special Reclamation (OSR), issued Agency Request for Quote (ARFQ) DEP26-60 on December 15, 2025, for an open-end master agreement to provide comprehensive maintenance services for OSR North Region 4, encompassing Barbour, Upshur, Randolph, Lewis, Harrison, Doddridge, and Gilmer counties. This procurement seeks qualified vendors to supply all equipment, labor, materials, and services necessary for site reclamation and maintenance work performed at OSR's discretion through work directives. Deliverables include the provision and operation of heavy equipment such as crawler dozers, excavators, loaders, graders, articulated trucks, dump trucks, vibratory rollers, and specialized machinery including hydraulic excavators with brush mowers and pipe inspection cameras; material supplies encompassing various PVC and HDPE pipes with fittings, limestone and sandstone products, agricultural lime, fertilizers, seed mixtures, geomembranes, engineering fabrics, concrete, grout, and erosion control devices such as silt fence and haybales; and labor services including general laborers, equipment operators, and specialized technical support. Work is to be performed Monday through Friday during non-holiday periods between 7 a.m. and 7 p.m., with vendors required to acknowledge receipt of work directives within three days and commence work within seven days of receiving a Notice to Proceed. Pricing must be submitted on a unit basis for all equipment and materials, with mobilization and demobilization calculated at a contracted rate per mile, and equipment operation and labor billed hourly including operator costs; material costs are priced as delivered to site with installation covered under labor and equipment hours. Bidders must submit technical questions by December 18, 2025, at 4:00 p.m., and all bids are due electronically through the wvOASIS Vendor Self Service system by January 6, 2026, at 10:30 a.m. A mandatory pre-bid meeting attendance is required for all vendors submitting bids, with failure to attend resulting in automatic disqualification. Qualified bidders must possess a valid West Virginia contractor's license, maintain all specified equipment in good operable condition and readily available for deployment, designate a primary contract manager available during normal business hours, and comply with all mandatory RFQ requirements identified by the words "must," "will," and "shall."

No set-aside designations for disadvantaged enterprises or restrictions on organizational types are identified in the solicitation documentation. The RFQ does not identify an incumbent contractor or current contract holder. The contract is structured as an open-end term contract with an initial one-year term renewable for up to three successive one-year periods with mutual written consent, establishing a maximum total contract value of $500,000 for all payments across the entire contract term including renewals. Prior to award, vendors must submit a bid bond equal to five percent of the total bid amount, a performance bond of 100 percent of contract value, and a labor and material payment bond of 100 percent of contract value; successful awardees must maintain commercial general liability and automobile liability insurance with limits of $2,000,000 for each occurrence. Additional compliance requirements include drug-free workplace certification with annual reporting, local labor market hiring provisions (75 percent of employees from local market for projects exceeding $500,000), and preference for domestically produced steel, aluminum, and glass products. Pricing submitted by vendors is firm for the life of the contract, and vendors must extend any publicly advertised sale prices to the state at the lower of the contract price or public sale price. Contact for procurement questions is Linda L. Stanley at the West Virginia Department of Environmental Protection, (304) 414-1144, linda.l.stanley@wv.gov, with invoicing directed to the Department of Environmental Protection at 47 School Street, Suite 301, Philippi, West Virginia.